Administrative Services Coordinator

University of Iowa • Iowa City, IA

4d • Onsite

About The Position

The Administrative Services Coordinator provides administrative support to the Tippie College of Business Undergraduate Program Office (UPO) and manages the Undergraduate Associate Dean’s calendar. The role supports assistant deans and directors with travel coordination, budget materials, and monthly expense reconciliation. It reports to the Undergraduate Program Associate Dean.

The coordinator supports UPO staff and students traveling to conferences, case competitions, and business trips, as well as guest speakers and employee candidates. The position also recruits, hires, trains, and supervises Undergraduate Program Office Student Workers; manages travel entries and receipts; processes purchase requisitions; coordinates keys, room and table reservations, and staff meetings; records meeting minutes; prepares and monitors budgets; and assists with internal and external communications.

The position is a regular salaried role at Pay Level 2B, located in Iowa City, Iowa. Applicants must submit a resume and cover letter. Successful candidates must self-disclose conviction history and undergo a criminal background check and credential and education verification. Up to five professional references may be requested later in the recruitment process.

Requirements

• Bachelor’s degree or an equivalent combination of education and experience.
• Typically 6 months to 1 year of experience and working-level ability in ongoing office administration supporting individuals, teams, and/or units, including proficiency with computer software applications.
• Typically 6 months to 1 year of experience and working knowledge of, and ability to apply, policies and practices for planning and administering a budget, grant administration, and/or Center for Advancement funds.
• Working knowledge and application of effective communication techniques and relationship-building skills to work constructively and collaboratively with a variety of individuals and groups.
• Ability to make decisions and exercise a moderate level of autonomy while performing administrative support responsibilities.
• Applicants must upload a resume and cover letter and mark each as a “Relevant File” in the submission.

Nice To Haves

• Knowledge of University policies and procedures, including financial and human resources policies.
• Experience with University electronic systems, including HRIS, MAUI, and Workflow processes.
• Experience working in an academic department.
• Experience assisting a senior-level leader such as a dean, director, department executive officer, or vice president.

Responsibilities

• Provide administrative support to the Tippie College of Business Undergraduate Program Office.
• Manage the Undergraduate Associate Dean’s calendar.
• Coordinate travel for UPO staff and students attending conferences, case competitions, and business trips, and for guest speakers and employee candidates.
• Provide administrative support to assistant deans, directors, and assistant directors of student engagement programs.
• Recruit, hire, train, and supervise Undergraduate Program Office Student Workers (UPOSA).
• Enter travel in the ProTrav system and reconcile receipts after trips are complete.
• Process interdepartmental purchase requisitions.
• Manage distribution of building locker keys with the UPOSA’s.
• Manage UPO conference room and table reservations and assist with managing the South Reading Room.
• Schedule and coordinate space reservations and set up weekly staff meetings.
• Record minutes at staff and other meetings as requested.
• Prepare and monitor the budgets for the Undergraduate Program Office and Tippie Career Services.
• Assist assistant deans and directors with preparing and administering internal and external communications.
• Support assistant deans and directors with preparing budget materials and reconciling monthly expenses.

Benefits

• Paid vacation and sick leave.
• Health, dental, life, and disability insurance options.
• Employer contributions to retirement plans.
• Exceptional health coverage and university-paid life insurance.
• Robust retirement plans and generous leave policies.
• 24/7 support services, well-being resources, and access to UI Health Care specialists.
• Advanced training, leadership development, and tuition assistance.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level